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E
Elarocca
March 15, 2022
Question

User Roles

  • March 15, 2022
  • 2 replies
  • 4 views

I would like to create a User Role with limited permissions regarding payroll and various reports.  Specifically they'd need to be able to run Profitability Reports that include lump sum payroll amounts (without being able to drill down to see who's making what) so that they can get the full cost of the job rather than just seeing the material costs.  Is this even possible?  

    2 replies

    MJoy_D
    MJoy_DQuickBooks Team
    QuickBooks Team
    March 17, 2022

    I can help you with creating a user role that can run the report that you need, @Elarocca.

     

    Yes, you can set a role that can access and generate specific reports only.

     

    Here's how:

     

    1. Go to the Company menu and hover on Users and choose Set Up Users and Roles.
    2. Click the Role List tab and choose New.
    3. Give the role a name and description.
    4. In the Area and Activities section, click on Reports and set the areas where this user can only access. 
    5. Review each area and select None, Full, or Partial to set the role's permissions.
    6. Click on OK to save.

     

    Once you're creating the role, you can add a user and set the role. Check out these steps:

     

    1. From the Role List tab, proceed to the User List tab and select New.
    2. Set the user name and an optional password.
    3. In the Available Roles section, select the user’s roles and click Add.
    4. Click OK to save.

     

    Refer to this article for more information about creating and assigning roles to your users: Create and manage users and roles in QuickBooks Desktop Enterprise. This will also guide you on how to view all roles and their permissions by generating a Permission Access by Roles report.

     

    Here's also more information on how to reset your Admin password or a user password in case you've lost it or a user forgot it: Reset your password for QuickBooks Desktop.

     

    Let me know if you need further help with user roles and permissions in QuickBooks Desktop (QBDT). I'm always here to help. Have a great rest of the day!

    E
    ElaroccaAuthor
    March 17, 2022

    I know how to create a user role, what I don't know is which things to toggle on and off.  It could take a thousand toggles to get the right setting which requires logging off, then logging in with the user's credentials to check and see if they have the right permissions or too many permissions (ability to drill down to payroll data) etc.  Then logging out of the user and back to admin to try another toggle.  There's no where I've found that describes just what you're turning off and how it will effect reports, etc..  If you toggle off payroll, then when you run a profitability report none of the payroll expense shows up in the "Actual Cost" column which inflates your profit.  There must be a way to set the permissions that will allow for the payroll expense to be included in the profitability reports but not allow drilling down and not allow access to the payroll module...

      N
      nkwest
      April 25, 2022

      We need the same reporting capabilities and can't seem to find the right combination of user roles allowed.  Our project admins need to see P&L by Job but NOT be able to drill down on the report to access the paycheck data.  

      J
      just reading
      March 8, 2023

      I have the exact same problem.  I need a project manager role that can see all the details of job cost details without exposing employee specific payroll data.  The job costing needs to include payroll costs, without the ability to see individual pay rates.  Why hasn't this been solved? 

      G
      GebelAlainaMQuickBooks Team
      QuickBooks Team
      March 8, 2023

      I hear your sentiments and would be happy to make things better. I can provide you with some details on how you can enable this feature in the future.

       

      I understand that having the option to manage a project that can see all the details of job costs without exposing employee-specific payroll data is beneficial for your business. However, it is currently unavailable.

       

      If you want to enable this feature in future updates, you can submit feedback to our product developers. This way, they will get a great chance to know this and may add these feature enhancements in future updates in QuickBooks Desktop.

       

      Here's how:

       

      1. Go to the Help menu and then select Send Feedback Online.
      2. Choose Product Suggestion.
      3. Add the type of feedback.
      4. Type in your feature suggestion.
      5. Once done, click Send Feedback.

       

      Then, you can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

       

      Additionally, please keep in mind that we can't provide our developers will be based on the number of requests they receive from customers like you. The more request they get, the sooner it is implemented.

       

      Moreover, you can check out this article for future use: Create and manage users and roles in QuickBooks Desktop Enterprise.

       

      Post a response below if you have any other concerns related to QuickBooks or if you need more help managing users in QuickBooks Desktop. I'll be happy to help you. Take care!

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